Procurement Officer Job at The British High Commission

The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.

We are recruiting to fill the position below:

Job Position: Procurement Officer

Job ref.: 22 / 20 LOS
Job Location: Lagos
Grade: A2 (L)
Type of Position: Fixed Term, with possibility of renewal
Working hours per week: 37
Start Date: 1 December, 2020
End Date: 30th November, 2021
Type of Post: British Deputy High Commission
Job Category: Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Job Subcategory: Procurement

Job Description (Roles and Responsibilities)  
Main purpose of job:

• Conduct market researches to identify suppliers who can meet the British Deputy High Commission (BDHC) quality standard and negotiate long time call off agreements and to source potential suppliers.
• Manage the contract tender process of various procurements of goods, services or work projects. This will include; sourcing of suppliers, creation of input and agreement of specification, preparation of tender documentation, liaison and coordination with suppliers to clarify requirements, coordination and evaluation of bids, seek appropriate approval, direct negotiation, agreement of contracts their management and closure for the BDHC, Lagos.
• Other procurement task as directed by line management.
• To ensure procurement is undertaken in line with FCO policies and principles. To support the Head of Procurement and senior leadership at post and across the network, to achieve financial compliance and integrity

Roles and responsibilities
Delivering a Quality Service (Customer Focus) - 35%:

• Carry out procurement function for the BDHC:
  • Use Government Procurement Card (GPC) for Goods and services under £3,000
  • Ensure internal control procedures are followed for GPC use
  • Support Budget Monitors for payments below £3,000.
  • Create requisitions for goods and services under £25,000 from agreed supplier list
  • Work with the Contract Manager on contracts above £25,000 with the Procurement Hub/CPG

Collaborating and Partnering  (Working with Others) – 20%:

• Responsible for procurement at the BDHC liaising with stakeholders both internal and external to ensure the following:
  • Resolving Invoices on hold
  • Ensure good received not invoiced (GRNI) are reconciled
  • Creation, maintenance and update of distribution sets (DS)
  • Creation and updating of supplier maintenance forms
  • Lead on Procurement returns to the Centre for post.
  • Constant communication to ensure Post FPCI scores on Invoices on Hold, Accruals, Retrospective POs, Open POs and GPC are within the green category.
• Raise requisitions for PAGs to maximize UK government collaboration.
• Point of contact for Budget Monitors and Suppliers at post on procurement issues and guidance.

Delivering at Pace (Problem Solving) – 10%:

• Lead on asset disposal in addition to any other capital assets as advised by DHCS in line with policy.
• Responsible for maintaining the Fixed Asset Register for BDHC, Lagos.
• Filing of all procurement paperwork for audit purpose.
• Carry out weekly prism housekeeping.
• Track monthly spend on imprest and verify all account codes for each purchase to Accounts Department.

Delivering Value for Money  (Delivering Results) – 35%:

• Ensure the delivery of the Purchase 2 Pay (P2P) process at the BDHC.
• Check a N350,000 Imprest and receipt goods and services purchased on PRISM maintaining the segregation of duties policy
  • Quality checks
  • Consistency checks
• Maintain agreed supplier list in conjunction with the Procurement Hub
  • Maintain records of suppliers and documentation
  • Perform Supplier yearly market testing
• Lead procurement of capital expenditure at the BDHC, which includes generators, vehicles and other assets.
• Act as cover in charge of the stationary store in the absence of the CS assistant.
• Resolve vendor grievances and claims
• Provide procurement support services to both the Freight & travel and TWG departments in the absence of the responsible officers
• Any other responsibilities assigned by the Contract Manager/Team lead.

Resources managed (staff and expenditure):

• N350,000 Imprest

Essential Qualifications, Skills and Experience  

• B.Sc. in Accounting, Business Administration, Finance or related field
• Previous procurement / contract management experience in a structured organisation
• Previous financial management experience
• Fluent in spoken English

Desirable Qualifications, Skills and Experience:

• Be a member of CIPS with road map to completing the course

Required Competencies:  

• Collaborating and Partnering, Delivering Value for Money, Managing a Quality Service, Delivering at Pace

Starting Monthly Salary

• NGN 405,972.21 monthly.

Additional Information

• Please check your application carefully before you submit, as no changes can be made once submitted.
• Employees recruited locally by the British High Commission in Lagos are subject to Terms and Conditions of Service according to local employment law in Nigeria.
• All candidates must be legally able to work and reside in the country of the vacancy with the correct visa/work permit status or demonstrate eligibility to obtain the relevant permit.
• The responsibility lies on the successful candidate to:
  • Obtain the relevant permit
  • Pay fees for the permit
  • Make arrangements to relocate
  • Meet the costs to relocation
• The British High Commission does not sponsor visas/work permits except where it may be local practise to do so.
• Employees who are not eligible to pay local income tax: e.g. certain third-country nationals and spouses/partners of UK diplomats will have their salaries abated by an equivalent amount.
• Information about the Foreign and Commonwealth Office Competency Framework can be found on this link:https://www.gov.uk/government/publications/civil-service-competency-framework Please note: AA=A1, AO=A2, EO=B3, HEO=C4, SEO=C5
• Reference checking and security clearances will be conducted on successful candidates.
• The British High Commission will never request any payment or fees to apply for a position.